842298doorPrWm.pdf

IFB 700618-27

III.4 SCOPE OF WORK

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Prince William County Fire & Rescue Services

Bay Door Inspections, Maintenance and Repair Services

Scope of Work

Prince William County Fire & Rescue Services is soliciting to establish a term contract with a qualified vendor to provide annual inspections, maintenance, repair, replacement of existing bay doors of all sizes and types, on an as needed basis in accordance with the specification contained herein.

The Contractor shall provide the County the following Bay Door Repair and Maintenance:

1.0 General

All replacement materials and equipment shall be installed in accordance with the equipment Manufacturer’s latest written instructions, the provided project specifications, and any construction documents. The Contractor shall supply all labor, material, equipment, and services incidental to the accomplishment of work assigned. No tools or equipment will be supplied or provided by the County for the Contractor’s use or consumption. It is the Contractor’s responsibility to have equipment of a suitable type, and in proper condition to operate and maintain uninterrupted schedules. It shall be the sole responsibility of the Contractor performing services for this contract to safeguard their own materials, tools, and equipment. The County shall not assume any responsibility for vandalism and/or theft of materials, tools, and/or equipment.

1.1 On-Site Work Hours

The Contractor shall provide service twenty-four (24) hours per day, seven (7) days per week.

A. Regular Hours shall be defined as 6:00 a.m. through 6:00 p.m., Monday through Friday.

B. Overtime Hours shall be 6:01 p.m. through 5:59 a.m., Monday through Friday and all day on Saturday, Sunday, or holidays (New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day and

Christmas Day).

1.2 Inspections and Preventative Maintenance

A. Quarterly Inspections shall be completed to provide early detection of any problems. Any changes in normal characteristics shall be immediately reported to the County. A written report shall be provided to the County detailing all the work performed and a list of recommendations for maintenance, repair, and replacement or new installation. An estimated cost

2 | P a g e for recommended work, not included as a part of the annual inspection, shall be provided for each door so listed.

B. Preventative Maintenance shall be performed to keep all sectional doors, rolling steel doors, glass doors, one-piece counterweights, and electric operators in continuous service and/or ready for service. Proper preventative maintenance shall result in improved working conditions.

Preventive Maintenance shall include, the following:

1. Inspect all parts, fasteners, welds, and overall operation of equipment.

2. Inspect mounting and assembly bolts and ensure that there are no missing parts and that all parts are firmly in place.

3. Check cables for correct tension and wear, making adjustments as needed.

4. Check that the roller chain is not too loose or too tight.

5. Thoroughly clean all moving parts to remove debris build-up as a result of normal operations.

6. Check safety switches, making adjustments as needed.

7. Check that the slats have not experienced any wear and tear.

8. Check that the end locks are not missing, broken, bent, or loose.

9. Check that the automatic closing mechanisms are fully functional.

10. Check that the bottom bar is fixed in place, with no loose bolts.

11. Check that the hood and flame baffles (if applicable) are in-place and in working condition.

12. Check the sash chain and cable links are not obstructed or coated with dust and grease.

13. Ensure that all bearings and fittings are properly lubricated.

14. Check door motors for efficient operations.

15. Check mechanical connections for accurate torque.

16. Inspect all seals and gaskets on and around doors for damage, replacing as needed.

17. Clean roller tracks, lubricating moving parts as recommended by the manufacturer.

18. Adjust equipment according to manufacturer’s specifications to maintain proper working conditions to maintain warranty.

19. Apply lubricant applications to all moving parts and assemblies according to manufacturer’s specifications.

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C. Repair Services:

1. Shall be necessary to panels, tracks, cable, rails, rollers, hinges, chain hoist drivers, hardware, motorized operators, tensions and torsion springs, weather stripping, door jams, push button stations, key switches, etc.

2. Replacement of existing bay doors and components shall be completed with commercial grade doors and components and approved by the County.

1.3 Service Calls

A. Contractor shall be able to perform multiple assignments for the County at one time for emergency and non-emergency calls.

B. Upon receipt of a routine service call, the Contractor shall report to the service destination within four (4) hours.

C. Routine work that is scheduled for weekends or holidays shall be arranged twenty-four (24) hours in advance.

D. Contractor shall be at the service destination within two (2) hours, after receipt of a call for an EMERGENCY call for service or repair, regardless of whether the service call is made during Regular Hours or Overtime Hours.

An emergency call shall be defined as any instance where door equipment is unable to function properly, i.e. to fully open or close.

If the door cannot be placed back in service at that time, the Contractor shall take whatever steps necessary to allow the equipment to exit the bay and secure the door in the down position. The County shall be provided with a status report of the door and approximate repair costs. The Contractor shall expedite delivery of the replacement parts and complete repairs immediately upon receipt. Repairs shall be made within 72 hours, unless otherwise communicated to the County.

E. If the Contractor does not meet the response time requirements, the requesting Department may use the services of another Contractor, if necessary, to fulfill their needs.

F. The County will not reimburse the Contractor for travel time to or from the work site.

1.4 Estimates

Estimates for work shall be returned to the requesting Department within the next business day (24 hours) unless a different time of return is mutually agreed to by the Contractor and the requesting Department. Estimates shall be furnished at no charge to the requesting Department and are to be considered an overhead cost by the Contractor (including any diagnostic time that might be required to make the estimate).

A. Estimates are to be detailed, outlining contract costs including time, materials and equipment rental (if required).

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B. Estimates will cover only quoted work. Unforeseen or unknown repairs or work will be agreed upon by the Contractor and the County in advance of performance of the work. The County and the requesting Department shall not be liable for payment for work not agreed to in advance. Failure to obtain prior approval from a requesting Department for a change to the original proposal shall result in the requesting Department and the County not being liable for payment for the additional work.

1.5 Company Contact

A. Contractor shall provide a contact name, telephone number and email address for use during Regular Hours. Any messages left by telephone or email during regular business hours shall be returned by the close of business that day.

B. Contractor shall provide a contact name, telephone number and email for emergency calls occurring during Overtime Hours. If a voice mail paging system service or answering service is used, or an email is sent, Contractor shall be required to initiate a call back to the sender within thirty (30) minutes of the page, email, or the call to the answering service. Failure to meet this call-back response will be just cause for the requesting agency to utilize the services of the Secondary Contractor.

1.6 Work Sites

A. Contractor shall take full responsibility for the protection and safekeeping of project materials stored on premises.

B. The Contractor shall maintain a clean and safe work environment as not to impede station operations.

C. The Contractor shall be responsible for repairing or replacing any item damaged by their operations within twenty-four (24) hours after notification by the requesting agency that such damage has occurred.

D. At the completion of the workday, the Contractor shall remove all surplus material, temporary structures and debris of every nature resulting from any activity on the site related to the Contractor’s operations.

E. Any debris left by Contractor after project completion, will be removed and disposed of. Any costs incurred, will be billed back to the Contractor.

F. Contractor shall not use any County owned or leased dumpsters under any circumstances.

1.7 Parts

All parts used under this Contract shall be new and unused. Replacement parts shall be equal to or superior in quality to the part replaced. Parts shall be the manufacturer’s recommended replacement part. The Contractor shall not be permitted to replace defective items with refurbished, remanufactured, or surplus items without prior written authorization by the County.

1.8 Warranty

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All work under this contract shall include a warranty for both labor and materials for a period of sixty (60) days from the date of acceptance by the County. Should the equipment manufacturer provide an extended warranty, the Contractor shall honor this warranty period.

1.9 Reporting and Records

The Contractor shall have and maintain complete and accurate records of all preventive maintenance services performed, repairs made (including services calls), and replacement parts installed during the life of the contract.

Records of the status and condition for each bay door and operating system(s) must include:

A. Date.

B. Location.

C. Manufacturer, model and operating system.

D. Serial Number.

E. Date of last maintenance and upcoming scheduled maintenance.

F. Current condition of bay doors.

G. Time of arrival.

H. Time of departure.

I. Summary of the request.

J. Detailed summary of the work performed.

K. Summary of any additional work required or recommended.

1.10 The Contractor shall be responsible for work involving replacement, renovation, expansion, or new construction projects utilizing these types of automatic doors.

1.11 The Contractor shall participate in a Contract Kickoff Meeting hosted by the Contract Administrator to discuss contract requirements.